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Retrieve Screen

Upon accessing a proposal, invoice or work order, a Retrieve screen will open. Similarly, upon selecting the specific report you wish to run, you will get the Retrieve screen for that particular report.

The Retrieve screen allows you to tell @Quote Plus 32 which records you want to include, or retrieve, for the report (or proposal or invoice or work order). The screen will show you the relevant fields you can select by for that particular report. The way to enter the search criteria is based on the type of information that each field holds:

Operator

x

!x

=

!=

x..

..x

..x..

x..y

[021227] x,y

Character Data

equal to x

not equal to x

empty

not empty

starts with x

ends with x

x somewhere in

n/a

equal to x or y

Numeric/Date Data

equal to x

not equal to x

empty

not empty

x and up

up to x

n/a

from x to y

equal to x or y

Examples

ABC Co.
450.50
12/31/1998

!ABC Co.
!450.50
!12/31/1998

ABC..
450.50..
12/31/1998..

..Co.
..450.50
..12/31/1998

..Co..

120..450.50
1/1/1998..1/31/1999

ABC Co.,DEF Co. 450.50,550.50 1/1/1998,1/1/1999

Assume x and y, above, represent the items you are looking for. If n/a is indicated, there will be no effect on record retrieval. This means that something like Smith..Jones will not work and will simply be ignored.

Character Data is ordinary, typed character information such as names, addresses, descriptions, as well as numbers that do not add to anything, such as phone, client and job numbers. Also note that Character Data in a Retrieve screen is case-sensitive: me, ME, Me and mE are all different as far as a Retrieve screen is concerned.

Numeric Data consists of any numbers that math can and/or will be performed on, such as prices, costs and quantities.

Date Data includes, obviously, dates. Dates are very similar to numbers in that math can be performed on them; therefore they follow the same rules as Numeric Data. If a month or day has only one digit, you do not have to type the leading zero, i.e. 2/1/1997 is the same as 02/01/1997. Note, however, that you must include the month, day and year in a date or it will not be considered valid; i.e. 10/1/2001 and 11/30/2001 are valid, while 10/2001 and 11/2001 are not. Also, to be strictly Y2K compliant, you must use four-digit years in your dates.

Thus in the above example, we are looking to get the Inventory List for only items whose Group starts with M and whose Base Cost is twelve cents (0.12) per square foot or higher. Note that we do not provide a dollar sign when entering the base cost.

You can also retrieve using client and job numbers. For example, if we wanted to run the Job Cost report for the following:

all the jobs that were created in July 1999; and

whose Job Status is Invoiced,

our Retrieve screen would like the this:

Why? As we mentioned earlier, the client and job numbers are created based on YYMMDDXXXX, where YY is the year, MM is the month, DD is the day, and XXXX is an incremental number. Since client and job numbers are considered character data (no math is performed on them), we can ask for all the jobs created in April 1998 by retrieving all job records that start with 9804, entered as 9804.. as noted in the character data rules.

We further narrow our search by telling the Retrieve screen that they must all be "Invoiced" by typing that in the Job Status field exactly as it would appear in the Job Status field on the Job form. (Technically, we could have just used I.. in the Job Status field, since there are only a couple values for that field, and the only one beginning with "I" is "Invoiced", but we're trying to show how it works.

A third example of a Retrieve screen is shown below.

Based upon what we entered in this screen, we will retrieve a report that includes:

all clients whose names start with V, T or H; and
whose Invoice Date that falls between Dec 1,2001 and Dec 31,2001, or is on April 15, 2002; and
whose salesperson is "JMF."

Note that some of the Retrieve screens have a dropdown field [021227] with the choices "Ignore," "Yes" and "No." The default is "Ignore."

If you choose "Ignore," the filter won't even look at the corresponding field (Template in the above example) when determining which records to include in the report. If you select "Yes," only records that match the corresponding field (i.e., Template) will be included in the report. If you choose "No," all records that match the corresponding field (i.e., Template) will be excluded from the report.

Once the Retrieve screen has been specified (or not, as the case may be), click OK and the report will open on your screen. From this screen you have the options to save and print reports (see Printing). Note that for certain reports, additional questions will be asked before the report window will open. These options will be covered during the discussion of those individual reports.

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